Personal Files vs. Ministry Files vs. Organizational Records

To clearly define file types across Crosspoint Church and ensure all information is stored appropriately, securely, and in alignment with operational and legal expectations.

Personal Files

What this is: Files for individual use that are not critical to ministry operations or organizational continuity.

Examples:

  • Personal notes or working drafts
  • Individual planning documents
  • Non-essential reference materials 

Storage Location:

  • Personal OneDrive only (not shared locations) 

Key Expectation:

  • Do not store ministry-critical or sensitive church information in personal files 

Ministry Files

What this is: Documents used by ministries, teams, or departments to carry out day-to-day work.

Examples:

  • Event planning documents
  • Volunteer schedules and rosters
  • Ministry reports and communications
  • Teaching materials 


Storage Location:

  • Ministry-designated SharePoint sites 

Key Expectations:

  • Must be accessible to the appropriate team
  • Should be organized and maintained regularly
  • Ownership must transfer when staff roles change 

Organizational Records

What this is: Official records of Crosspoint Church that document operations, finances, legal matters, and compliance.

Examples:

  • Financial records and reports
  • Contracts and agreements
  • HR documentation
  • Donor and giving records 

Storage Location:

  • Approved and secure systems (SharePoint or designated platforms only) 

Key Expectations:

  • Access is restricted based on role
  • Must follow retention and compliance requirements
  • Never stored locally or in unauthorized systems 

Summary

  • Personal Files → Individual, non-essential
  • Ministry Files → Team-based, operational
  • Organizational Records → Official, secure, and required 

When in Doubt

If a file impacts ministry operations, team collaboration, or organizational accountability, it should not be stored as a personal file. Store it in the appropriate SharePoint location and ensure proper access.

Need Help? Contact the IT Department or Director of Operations for guidance on file storage and classification.